Travel Cancellation Policy

Travel plans can be cancelled for a valid business reason or other extenuating circumstances. The traveler must make every effort to have the expenses refunded where possible. If that is not possible the traveler must work with the department to identify if others in the department could benefit from that travel and process changes to the airfare, conference registration and any other prepaid travel expenses. This is required for all funding types state, local or federal.

Any expenses related to the cancellation or change must be documented as noted below:

• The reason for the cancellation.
• The intended purpose of the travel if it had not been canceled.
• The original, unused airline ticket (if the charge relates to an unused airline ticket). Any airline credit must be used for future business travel and is not to be used for personal travel.
• The object code for the type of travel expense that incurred the cancellation charge.
• — and —
• If the charge is being reimbursed instead of paid directly, proof that the charge has been paid by the individual receiving the reimbursement.